Management Support

6 months ago

Redditch, United Kingdom The Dow Surgery Full time

**Job Purpose**

The role of Management Support requires a self-motivated, disciplined individual to take ownership of the Operational running of the practice, supporting the Practice Manager and working as a key member of the Local Management Team.

**Job Summary**

Working closely with the Practice Manager, Lead Receptionists and line Managers, the post holder will ensure the smooth running of the Practice, providing excellent patient care and maintaining a happy and committed team. Being personable, highly organised, and resourceful, the post holder will provide leadership and management to enable the Practice to meet its agreed aims and objectives within a profitable, efficient, safe, and effective working environment.

**Core Responsibilities**

The following are the core responsibilities of Management Support. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels.

**General Support**
- Supporting the Practice Manager in the day-to-day running of the practice, ensuring key staff achieve their responsibilities.
- To support with other management requirements as directed by the Practice Manager
- Deputise for Finance Support during absence if required.
- Act as communication link between Partners, Management, and wider staff
- Assist with CQC compliance alongside the Practice Manager and CQC Lead ensuring the site completes & evidences the CQC tasks for which it has responsibility, including updating the CQC portal with Statement of Purpose and partnership changes
- Line Management for Secretaries, Admin Lead and Reception Leads

**HR**
- HR files - keeping up to date/computerising. New Employee Administration, collation of information as per the new starter checklist. Compile and keep up to date staff records to include DBS check, reference checks, and registration and qualification checks. Issue contracts of employment ensure appropriate indemnity/registration is in place
- Recording Partner and SGP MDU cover and renewal dates and informing the Practice Manager for Payroll reimbursement.
- Recording Nurses NMC cover and renewal dates and informing the Practice Manager for Personal reimbursement.
- Policy & Protocol and Staff Handbook Updates (Annually unless necessary before)
- Ensuring staff adhere to policy and procedure.
- OH referral and liaison - New starters and Adhoc
- Taking lead responsibility in non-clinical staff appraisals
- Ensure newly appointed staff and/or trainees are given relevant/adequate induction, complete their induction programme in the allocated timeframe by liaising with Line Managers, and provide continued support.
- Authorise and monitor non-clinical staff holidays ensuring adequate cover is maintained.
- Hold regular meetings with Admin staff, Secretaries and Reception Leads & Reception Reps
- Undertake performance management and conflict resolution processes with the Practice Manager’s oversight and support.
- Undertake sickness monitoring, conducting return to work interviews as agreed and supported by the Practice Manager, liaise with the Practice GPA as required
- Undertake site recruitment according to the needs of the site, as agreed and supported by the Practice Manager (as required)

**GPA/Staff Support**
- To manage all Health & Safety relating activity, including monitoring compliance with health and safety legislation by staff and visitors, manage compliance to ensure staff are up to date with mandatory training providing leadership and direction for staff alongside the Practice GPA/Care Co-ordinator.
- Coordinate all staff absences, maintaining an effective absence register alongside the Practice GPA

**Practice Administration**
- Clinical Contract updates - ensuring template codes are correct and all that need to be made aware are contacted and contracts filed accordingly.
- Organisation of Awayday - room, food, agenda etc
- Minutes of all meetings including Awayday and action tracker
- Significant Events recording and action tracker and briefing the team at meetings as required, identifying trends and devising solutions to reduce risk and repeated occurrences of significant events.
- Supplier Contracts - proactively review and cost comparisons.
- Collating invoices for payment (matching delivery notes)
- Filing - Delivery notes, post etc
- Responsible for PAT Testing and Calibration of equipment on site
- Ensure regular Legionella testing.
- Co-ordinate risk assessments and ensure this is done regularly.
- Surgery Connect overview and liaison with Lead Receptionists re reports.
- Adhoc building maintenance. Obtaining quotes as required
- Meter readings as required.
- Manage asset registers as directed by the Practice Manager
- Maintain the Business Continuity Plan and circulate updates as and when necessary.
- Managing the clinical system, always ensuring IT security and IG compliance
- Managing all GDPR compliance and ensuring end of year submissions are completed.
- Ensur

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